Reinhardt University SACSCOC Compliance Certification

 

2.11.2 Physical Resources

The institution has adequate physical resources to support the mission of the institution and the scope of its programs and services. (Physical resources)

Judgment check box Compliance

Narrative

The mission of Reinhardt University is to “educate the whole person by developing the intellectual, social, personal, vocational, spiritual and physical dimensions of its students.” [1]  Reinhardt University has adequate physical resources to support the mission of the institution and the scope of its programs and services.

Campus Land and Facilities

.Reinhardt University (RU) provides, operates, and maintains an inventory of diverse facilities and supports infrastructure that is integral to the mission of the University. The University employs a comprehensive approach to planning projects, designing the campus, initiating capital projects, operations and maintenance. Comprehensive planning and careful maintenance ensures the adequacy of the physical resources for the occupants and public in terms of functionality, safety, and cleanliness. The responsibility for campus land and facilities, planning and design, and operations and maintenance resides with the Physical Plant Department under the leadership of the Administrative and Finance Department. [2]

 

The main campus of RU, which is composed of approximately 540 acres located within the City of Waleska, Georgia, encompasses a majority of the University’s facilities. A number of surrounding properties acquired by the University support the main campus. The University owns approximately 38 buildings which provide 553,000 gross square feet of University space. Of this area, approximately 352,772 gross square feet are “Educational and General” (E&G) space that house primary educational and support functions. Additionally, approximately 199,900 square feet is auxiliary space, housing, dining, and other revenue producing space. [3] [7]  [23]

 

Campus Planning and Utilization

The President’s Leadership Team is responsible for planning, design, and implementation of the University’s long-range facility plans, planning initiatives, and all related capital projects. The Finance and Administration office oversees the development of the University Master Plan, which defines significant overall space needs and the accompanying requirements for infrastructure to support instruction, creative activity, and public service. The map of the Master Plan includes programming, space needs analysis, and infrastructure development. [4]

In April 2015, the president initiated meetings with an architect to discuss the current campus master plan and needs for the future. At the January 26, 2016 Board of Trustee meeting, the Campus Master Plan was included in the President’s Report.  It highlighted new construction plans for a theatre building and residence hall, road construction, and a dining expansion, among others. [5]

Discussions continued over the next few months with campus leaders to re-prioritize campus facility projects based on the growing student enrollment and a revised campus master plan was completed. Phase I of the Master Plan addressed immediate needs of the campus: a Black Box Theatre, a new 200-bed residential hall, and an expansion to the Gordy Dining Hall.  Phase II of the Master Plan will be funded with a Capital Campaign. Phase II includes a new nursing building, a renovated football stadium, new tennis courts, and a track. [6]

Adequacy of Physical Resources

The most significant physical resource of the University is its main campus. The Waleska campus is comprised of the facilities needed to support a university campus: academic and administrative space, campus maintenance space, residence halls, dining hall, athletic facilities, and playing fields.  In addition, it offers unique educational areas such as an arboretum, a museum with an Appalachian Village, an echo garden, walking trails, and a lake on campus.  The campus has approximately 540 acres and 38 buildings.  Off campus, there are rented instructional sites that provide additional space for degree-completion programs for adult learners. (See section below titled, “Instructional Spaces for Off-campus Program Offerings”). [89]

The 38 buildings provide approximately 552,600 square feet of space to provide for campus needs.  Space has been allocated with 489,952 square feet, or 88.65% of the total available allocated to student-related areas. [7]

Classrooms on campus are assigned by the Registrar, and space is readily available in most areas to accommodate classrooms needed.  For the adult programs and nursing, leased space currently meets program needs. [8], [9]

On the main campus, three areas have risen to the level of needing additional facilities: theatre, residential space, and dining space.  Theatre was added in 2012 and shared facilities with music.  Additional enrollment since then has created a need for more performing space.  The combined areas of theatre and music have exceeded the building capacity. A Black Box Theatre is one of three capital projects in the Master Plan that has been scheduled to be built in early 2018 pending the closing of USDA financing.  [10], [11]

Athletics facility needs have been addressed as sports programs have been added or facilities have been needed.  This includes the renovation of an unused gym for the new wrestling program and an indoor practice facility for baseball.

A result of increased enrollment for athletics and other programs has strained the dining facilities. The current need requires larger dining spaces and rooms to accommodate meetings.  This is a second facility that has been included in the projects pending completion of the USDA financing.

Student housing has been close to maximum capacity the prior two years and exceeds 98% capacity for Fall 2017.  The addition of a new residential hall is the third facility that was included in the projects pending completion of the USDA financing. [12]

Instructional Spaces for Off-campus Program Offerings

In cases where RU courses and/or programs are offered at off-campus sites, Reinhardt partners with educational institutions, i.e., elementary, middle or high schools, community colleges, and industries to offer instructional space to meet the instructional and learning needs for the courses offered. The Provost of the University is responsible for the administrative oversight of all off-campus offerings and is responsible for ensuring that off-campus instructional and learning spaces are comparable to on-campus instructional spaces in quality and condition and that the infrastructure supports learning needs, i.e., wireless Internet access, computer labs, etc. In all cases, the Provost secures a lease agreement and includes the instructional space and condition requirements for the offering of the course. An agreement is secured for each semester or for each academic year when an off-campus instructional site is required. Reinhardt provides sample evidence of such agreements in the supporting documentation. [892122]

Capital Projects and Deferred Maintenance

The Office of Finance and Administration receives annual capital budget requests as part of the annual budget process. It also coordinates and manages all approved capital projects as well as all approved capital projects for new and renovated physical facilities to ensure maximum use of available resources. All project building programs, regardless of the funding source, are developed through detailed surveys and meetings with the affected University user groups. Capital project priorities are recommended and approved by the University President. All capital projects, regardless of funding source, are reviewed and approved by the Chief Financial Officer. [13] [14]

After funded projects are approved by RU’s administration, the overall budget must get final approval from the Board of Trustees as part of the annual budgeting process or on a case by case basis.

Assessment

When the University identifies new academic programing, it also estimates facility needs.  For example, the University conducted a Feasibility Study to start a Bachelor of Science in Nursing. Results of the study revealed the necessity for designated space for nursing instruction. This led Reinhardt to establish a lease agreement with Chattahoochee Technical College to occupy a vacant health sciences wing at their Appalachian Campus in Jasper, Georgia, only a fifteen minute drive from Reinhardt’s main campus. In the short-term, leasing allowed the University to provide the space needed for the start-up class and time to build a Nursing School to meet the projected enrollment by the next phase of the Master Plan. [15]

For classrooms space, a classroom utilization study was conducted that showed current classroom capacity at under 60%, except on Tuesday and Thursday between 12:00 and 1:00 p.m. [16]  For student housing, a fall housing report is used that shows comparison between multiple years.  Fall 2016 showed housing capacity at 97.88% and at 98.44% for Fall 2017 [12], which supported the need for housing in the Master Plan. For new athletic programs, a business proposal has been used to present the return on new student enrollment and the cost to start and operate the program. This analysis was used when starting a wrestling program, which resulted in renovating an existing gym to address needs for practice, office, restrooms, storage, and an athletic training room. [17]

Operations and Maintenance

Physical Plant Services

Physical Plant Services provides the utilities, operations, and maintenance services to the facilities so they are safe, clean, and functional in support of the University’s mission. The department is organized in specific work units to provide the requisite support services to the campus in an efficient and timely manner. In addition to the in-house staffing, Physical Plant Services contracts with and manages various companies for technical, construction, maintenance, and cleaning services to supplement the in-house capability while providing several operational and economic benefits. Reinhardt also tracks actual expenses for facilities. [20]

Physical Plant Services continuously assesses the adequacy and functionality of the facilities on campus, identifying operational and maintenance needs and providing the appropriate service, preventative maintenance, or corrective maintenance response. The information for these assessments and responses generally derive from two sources: (1) departmental knowledge of the facilities and the performance history of their systems, and (2) tenant input and feedback – primarily in the form of work order requests. Physical Plant Services produces reports summarizing the activities of each functional area within the department as they relate to the facilities, grounds, and infrastructure. An example of the Work Order Report (WOR) shows performance and highlights achievements during the report time period. [18] [19]

Building Operations and Functionality

Physical Plant Services employs a work control process that documents the maintenance services for the University facilities. This process utilizes a work order system with the following features:

  • Work order requests are received from tenants (submitted electronically).
  • Work orders are generated for Physical Plant Services personnel to perform.
  • Work order identifies the nature of the work (preventative maintenance, corrective maintenance, other service, etc.).
  • Work order documents corrective actions and costs.
  • Work orders are archived in a database for facilities that document the maintenance histories.

The Work Order Report summarizes the total number of work orders for FY 2016-17. In addition, Physical Plant Services provides reliable utilities and water/sewer necessary to power, heat, cool, and service the facilities for the benefit of the building tenants. Physical Plant Services manages and maintains a waste water treatment plant, chiller plants, and steam heating plants that serve the major utility needs of the campus. All of the major utilities have been expanded in the past five years to meet the additional demand from the growing campus while also improving the system reliability.

Cleanliness

RU provides routine and special event custodial/cleaning services to prepare the facilities for use by the tenants and the public. To that end, RU has instituted specific cleaning standards that define the cleaning requirements for the facilities that address both the cleaning levels and budgetary limits. The cleaning standards are based on the industry standards produced by the Association of Physical Plant Administrators (APPA). The cleaning standards for RU are published by Physical Plant Services. In support of the cleaning activities, Physical Plant Services employs a cleaning inspection program to review and manage the activities to ensure the standards are being met. Spot inspections are performed by Physical Plant Services on a regular basis for facilities. This has proved helpful in addressing tenant questions or concerns regarding cleaning services.

Reinhardt University has adequate physical resources to support the mission of the institution and the scope of its programs and services.

 

Supporting Documents

[1] Mission Statement

[2] Organization Chart

[3] http://www.reinhardt.edu/Video/campus-tour-video.html

[4] Master Plan

[5] BOT Minutes 012616

[6] Preliminary Architectural Feasibility Report

[7] Building Profile 2017

[8] Cartersville Lease

[9] Chattahoochee Lease

[10] USDA Letter of Conditions Phase I

[11] USDA Letter of Conditions Phase II

[12] Residential Hall Utilization

[13] Capital Budget Request

[14] Capital Projects 2015-2017

[15] Nursing Feasibility Study

[16] Classroom Utilization

[17] Wrestling Proposal

[18] Work Orders

[19] Survey Results

[20] Actual Expenses for Facilities

[21] Anverse Agreement for Instructional Site

[22] Forsyth County Agreement for Instructional Site

[23] Academic Catalog: Facility Description, 2016-2017